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	Excel 2000		Working with Databases		Creating subtotal reports

Creating subtotal reports

A database is a list or table of information, consisting of Column Labels (data categories — e.g. name, address, age) and Records (information unique to each person or item in the database).

Suppose the database, shown below, has thousands of records. Here's how to count the number of records containing a specified type of data. For this example, we count the number of males and females.


. . . Records (1 per row)		Column labels


1.	Sort the Gender column in ascending order .
2.	From the Data menu, choose Subtotals.
3.	From the At Each Change In section, choose Gender.
4.	From the Use Function section, choose Count (use other functions for different reports).
5.	From the Add Subtotal to section, choose the column label to the right of the column you sorted in step 1 — Age in this example.
6.	Click OK. The report creates an outline with buttons on the top left side of the screen, which appear as .
7.	Click for a grand total report; for results by category; and for all records.
8.	To shut off the report, choose Subtotals\|Remove All from the Data menu.